Enter a name up to six characters for this pay rate. You can create as many pay rates as you want for each employee. Once you save the employee record, the Rate column is read-only.

Enter a description for the pay rate.

When you create a new row, this column defaults to your selection in the Payment type drop-down on the General Information tab (Combined defaults to hourly). Select whether this pay rate is hourly, salary, or piece work.

Type the Department Code or Program Code attached to this pay rate or use the Lookup to select one.

Type the Project Code you want to add to this pay rate or use the Lookup to select one, if applicable.

Type the Shelter Code attached to this pay rate or use the Lookup to select one, if applicable.

If you selected the Use only QuickBooks Time to adjust hours check box, the fields in this column are zeroed out and disabled. You must make all changes in QuickBooks Time.

If this is a salary employee, this column defaults to the number of hours based on the pay frequency you selected on the General Information tab. For example, if the pay frequency is bi-weekly, this field defaults to 80 units. You can edit this number.

If this is an hourly employee, enter an amount here if the employee works the same amount of units at this pay rate every pay period.

If you import daily units from a time clock other than QuickBooks Time, leave this field blank; the record in Prepare Payroll will be created based on the units you import in the Import Daily Units window.

If you leave this field blank or if you want to edit the units for a pay period when you prepare payroll, you can change the amount in the Enter Units window.

For each entry in this column, a record is created when you prepare payroll. For example, if you enter two pay rates with default units, when you view this employee in the Prepare Payroll grid, those amounts will be included and the totals added together.

Enter the regular pay rate for this employee.

If this is an hourly employee, enter the other unit rates for the employee. You can add other units to the payroll in the Enter Units window.

This field defaults to the first state Tax Code in the Tax Information grid. If you want to change the default, use the drop-down to select a different state Tax Code to assign to this pay rate. Only state Tax Codes you added to the Tax Information grid will be available to select.

This field defaults to the first local Tax Code in the Tax Information grid. If you want to change the default, use the drop-down to select a different local Tax Code to assign to this pay rate. Only local Tax Codes you added to the Tax Information grid will be available to select.

Beginning in 2020, the IRS is using new W-4 tables to calculate withholding. You must use the new W-4 amounts for all new employees and for any employees who make changes to their current W-4. This box is checked by default for new employees, but you can uncheck it if you need to.

Using the new W-4 will clear and disable Federal exemptions in the Tax Information grid.

This check box is only available if you select the Use new W-4 check box. If your employee has two jobs and selected the check box in step 2 (c) of their W-4, select this check box. For two jobs with similar pay, this will provide a quick way to calculate withholding.

This field is only available if you select the Use new W-4 check box. Enter the number of qualifying children your employee entered in step 3 of their W-4.

This field is only available if you select the Use new W-4 check box. Enter the number of other dependents your employee entered in step 3 of their W-4.

This field is only available if you select the Use new W-4 check box. If your employee entered an amount in step 4 (a) of their W-4, enter the amount here.

This field is only available if you select the Use new W-4 check box. If your employee entered an amount in step 4 (b) of their W-4, enter the amount here.

If you import daily units for this employee, enter the Overtime Code you want to use. If you also entered an Overtime Code in Module Preferences, this one will take precedence. If you don’t enter an Overtime Code here or in Module Preferences, overtime will not be calculated. You must have OT1 (overtime) and OT2 (double time) pay rates set up for overtime to calculate correctly.

Type a Tax Code or use the Lookup to select a Tax Code you want to apply to this employee. If a Tax Code is attached to a pay rate or has been posted with this employee in the current payroll year, you cannot delete the Tax Code.

If you attach a Tax Code that has a Use Deduct F Method of Yes or Alabama, you are required to attach a Federal Tax Code to this employee.

This column displays the description attached to the Tax Code. You cannot edit the field.

This column is informational only and displays whether the associated Tax Code is Federal, State, or Local.

Enter the number of exemptions for the employee for each tax code. If you select the Use new W-4 check box, this field is disabled for Federal exemptions.

If the employee pays any additional withholding, enter the amount for each tax code in this column.

Select this check box if the employee is tax exempt for the Tax Code.

Select this check box if the employee’s earnings are subject to Social Security and Medicare taxes, but not to federal income tax withholding. Please see the IRS guidelines.

Select this check box if the employee is an active participant is a retirement plan during any part of the year.

Select this option if the employee had third-party sick pay during any part of the year.

Enter a Shelter Code or use the Lookup to select one if you want to attach a default Shelter Code for additional amounts. This code will appear in the Enter Units window when you prepare payroll.